Category: Business/Financial Management>>Business Documents

Problem description:

Recently I want to write about the process of a meeting, but I only have experience in writing agendas, so I want to know more about the agenda and process

Analysis:

The meeting agenda is only part of the meeting process. The meeting process is provided below:

Meeting process

Summarizing our experience in providing conference services, generally speaking, the confirmation and successful holding of your conference will mostly go through the following steps:

1. Planning We provide conference and exhibition planning agents, tell us Your thoughts or ideas, we provide you with feasible solutions, meeting receipts, and our past successful experiences will become the basis for your successful meeting.

2. Consultation At this stage, we will conduct preliminary communication with the client, propose plans for selection based on some of the client's concerns, and recommend suitable conference hotels and catering venues that are compatible with the budget. recipes, conference transportation procedures, reception procedures, etc.

3. Inspection After the two parties further gain mutual trust, we will arrange for you or your representative to go to the destination to inspect the hotel, conference venue, environment, transportation vehicles and required equipment details we provide you. etc., and conduct in-depth discussions at this stage on service items, service processes, promotion plans, service prices, etc., and roughly clarify the responsibilities and obligations of both parties.

4. Determining this time requires patience and meticulousness - we have to scrutinize the conceived process and plan one by one, make the plan as detailed as possible, and then confirm the rights, obligations and rights of both parties in writing. responsibility and sign relevant service agreements.

5. Execution Strict and humane implementation of the agreement will be a high sublimation of the spirit of cooperation between the two parties. No matter how perfect the idea is, there are always flaws in any plan. Both parties need to adhere to the concept of cooperation, put aside temporary differences, and work toward the same goal of a successful outcome of the exhibition. During this period, both parties need to promise orally or in writing that services other than the original agreement will be regarded as an extension of the agreement, and temporarily decide the person in charge of signing by both parties. All temporary transactions are allowed to be carried out through prior negotiation and subsequent settlement.

6. Settlement: The financial personnel of both parties carefully check various documents and perform accounting in strict accordance with the agreement.

The following is an introduction to the corresponding process

1. Before the meeting:

1. Negotiate with the conference organizer to understand relevant conference needs;

2. Provide information on flights, trains/buses, accommodation hotels, conference venues, transportation and other information required for the conference. And develop a complete meeting plan to the meeting parties;

3. General meetings use the Internet to transmit a large amount of real-life information about the conference venue, accommodation, catering, entertainment, etc., so that the meeting parties can be well prepared in advance;

3. If necessary, a dedicated person can be sent to assist the customer in on-site inspection of the food, accommodation, conference venue, travel, entertainment and other related aspects of the conference venue;

4. Determine the plan, sign the contract, and pay the deposit in advance.

2. During the meeting

1. Conference reception: dedicated personnel are responsible for etiquette, pick-up, public relations and other services at the airport and station. Place welcome banners, welcome signs, sign-in desks, signage, etc. in hotels and conference rooms in advance;

2. Pre-meeting preparation: Prepare meeting materials, meeting supplies, meeting speeches and other meeting-related items needed for the meeting;

3. Conference venue: Special personnel will go to the conference room to check the conference room banners, lighting, sound, tea, etc.;

4. Conference accommodation: Confirm the room floor and room number, and ask if there are any special requirements;

5. Conference catering: arrangements for meal times, dining standards and other special requirements;

6. Conference travel: Arrangement and confirmation of travel itineraries, vehicles, tour guides, etc.;

7. Conference entertainment: confirmation of entertainment consumption forms, consumption standards, and entertainment locations;

8. Conference gifts: procurement and distribution services of conference gifts;

8. Conference services: taking group photos of conference delegates, providing secretarial services and related services to delegates.

3. After the meeting

1. Checkout: Provide detailed expense details and explanations during the meeting, and have a dedicated person check with the customer and settle the bill;

2. Information: Collect information after the meeting, and make a meeting address book or expense account according to customer requirements. Roster;

3. Regular return visits and latest information feedback.